1. Meeting overview and key information
Present
- Joel Addison (President)
- Jennifer Cox (Vice-President)
- Neill Cox (Secretary)
- Russell Stuart (Treasurer)
- Elena Williams (Council)
- Jonathan Woithe (Council)
Apologies
- Lilly Hoi Sze Ho (Council)
Not Present
Meeting opened at 19:34 AEDT by Joel and quorum was achieved.
Minutes taken by Neill.
2. Log of correspondence
- Protect Your Account – Enable Two-Factor Authentication Today. Request from DigitalPacific for us to add 2FA to our account. For Steve Walsh
- Re: Query RE unexpected Debit from Kiwi PyCon ANZ Account – query from Kiwi PyCon treasurer about a debit. Russell has responded – it was Andrew Ruthven paying NZ GST
- Domain due to expire: linux.au Expires in 88 days. #tid26266367 – renewal reminder for linux.au
- Fw: News files ideas – No idea why we have been sent this
- ASIC Invoice – update from Russell on the ASIC invoice
- ASIC Overdue Notice – scan of letter from ASIC re the outstanding invoice – Russell has responded
- DrupalCon Nara Treasure Hunt Insurance – query from Michael Richardson about arranging insurance for DrupalCon Nara
- New financial reporting thresholds for incorporated associations – notification from NSW government. No action required.
- Scanned Post – Wil Brown notifying us that the executors of an estate have requested bank account details to deposit a bequest into. Russell has responded.
- Message Confirmation from ANZ – generic confirmation email from ANZ. Presumably to do with mandate updates.
- How’s it going with the EOBCR2026[sic] bid? – discussion about progressing the EO 2026 bid.
- [LACTTE] BAS Time – notification from Russell that subcommittee treasurers need to reconcile Xero in preparation for the next BAS.
- Amazon Web Services Billing Statement Available [Account: 103334912252] – invoice for $7.47 from AWS
3. Items for discussion
- DrupalCon Nara Treasure Hunt Insurance
Main concern is cost, but if they have a sponsor prepared to cover it then it won’t be a problem.
Assuming that is the case then they should go ahead.
They may need to publicise the event or people may not turn up in time to participate.
We would like to know what the final cost is, but will advise them to go ahead and engage a lawyer for advice. - EO2026
- Budget EOCBR2026 Draft Conference Budget
- MOTION: That Everything Open 2026 be accepted as an event subcommittee to run in Canberra as per the proposed budget.
PROPOSER: Joel
SECONDED: Elena
OUTCOME: Passed with one abstention
4. Items for noting
- EO2025 Travel Assistance
There is an outstanding travel assistance request from EO2025 that needs to be paid to a New Zealand speaker.
EO2025 promised to pay up to AUD 1,000 – but it needs to be paid in NZD from the NZ bank account.
Neill will provide details to Russell - ANZ NZ Bank accounts
Those committee members who have not yet signed the new mandate need to do so. - ACNC requires us to have a conflict of interest policy. Russell will tweak the example policy and put on GitHub as a pull request so we can discuss it.
We do already have a register for managing possible conflicts of interest, we can refer to that register for the new policy.
5. Other business
6. In camera
- No items were discussed in camera
7. Action items
Neill to re-send the template for subcommittee responses.
7.1 Completed Items
7.2 Carried Forward
Meeting closed at 20:04
Next meeting is scheduled for 2025-07-16 and is a subcommittee meeting
